Project/Unit: CUHQ/Finance Department
Supervisor title: Finance Director
The CO Accounts Manager will be responsible for the review, approval & reconciliation of general ledger, accounts payable & receivable, and cash management activities; and ensuring appropriate segregation of duties within team. Within general ledger, he/she will be responsible for approving certain GL journal entries such as payroll and spreadsheet uploads from disconnected sub-offices; determining cost pools and allocation factors, and communicating these factors to the Finance Director for review and submission to the shared services center for processing allocations. Within accounts receivable, he/she will be responsible for ensuring that any physical payments received at the CO are deposited and recorded. The CO accounting supervisor will be responsible for forecasting cash needs, performing treasury transfers, determining if new accounts/banking services are required, and working with HQ to Bridger check and establish services with new providers. This position will also be responsible for coordinating all CO audits both internal and external.
Job Responsibility # 1: General Ledger: 20%
• Review & approve journal entries or seek approval where the amount involved is above her/his approval limit.
• On a monthly basis review all transactions and reconcile the Accounts Payable and Accounts Receivable to the General ledger.
• Prepare the monthly Standard Financial Analysis reports per the reporting calendar and submit to the Finance Director for review.
• Follow up any exceptions identified during the analysis and resolve them or refer to the Finance Director where guidance is required
Job Responsibility # 2: Accounts Payable: 15%
• Before transactions are approved, review all supporting documents and entries in the system checking that the supporting documents are correct and adequate and that the entries are done correctly to the appropriate account codes and other chartfields.
• Provide guidance to Accounts Officers and budget holders where coding is not done well and recommend adjustments accordingly where necessary to comply with donor requirements or accounting standards and organization policies.
Job Responsibility # 3: Accounts Receivable: 15%
• Supervise the recording of all receivable transactions ensuring the right donors are charged and receipts are recorded to the right donors.
• Prepare timely billings and submit to the donors monthly, quarterly or otherwise as specified in the donor agreements.
• Follow up and collect all receivables including donor, staff and other miscellaneous receivables. Follow up any long overdue receivables and escalate where the debtor does not respond.
Job Responsibility # 4: Treasury Management: 10%
• Forecast cash needs reviewing all cash projections from budget holders, ensure all projections are prepared times on a quarterly basis.
• Provide input to projections required by donors for grants with this specific need. Set and maintain optimal country office cash balance to ensure liquidity.
• Ensure payments to vendors are made in a timely manner within a reasonable lead time.
• Coordinate with the Grants and Contracts Manager to when billing donors. Coordinate banking operations and maintain liaison with CO bankers; Review and recommend to the Finance Director the investment of short term cash surpluses; Inform CO plans to minimize exposure to currency gains and losses.
• Advise the Finance Director where there is need to request for cash from Headquarter and ensure the cash request form is filled and submitted to the Finance Director.
Job Responsibility # 5: Audit Coordination 15%
Be the contact person for all Audit issues, including donor required audits.
• Review donor agreements to highlight audit dates well in advance to higher auditors for the exercises and develop and update the Donor audit chart for sharing with external auditors for effective and timely planning
• Negotiate with the external auditors and, agree on the TOR, audit fees and draft the contracts for management approval
• Liaise with Finance and project/programme managers to receive relevant information to the auditors on demand, that include budgets, financial and narrative report
• Review the audit reports (where applicable) to ensure that they are in line with TOR and make follow-up on audit recommendations in the management letters.
Job Responsibility #6: General tasks: 15%
• Manage Cash Management Module ensuring all cash related transactions are recorded accordingly, properly approved and dispatched.
• Manage all statutory deductions ensuring that they are correctly computed and recorded. Ensure the funds are timely remitted in compliance with the governing laws and appropriate returns submitted. Ensure staff terminal benefits are recorded monthly, prepare reconciliation and manage their audit annually.
• Review the leave accruals upload before it is entered in the system. Prepare leave reversals to clear the leave days taken by staff. On quarterly basis prepare reconciliation of the balances per the General Ledger and the HR records and adjust any differences.
• Review the special accruals data before it is uploaded in the system to confirm correct charging to the donors. Review the Income Information Reports (IIR) on a monthly basis before submission to HQ.
• Review the quarterly asset reconciliations between the system and assets register and advice on adjustments where necessary. Review asset depreciation on quarterly basis and recommend corrections where necessary.
• Prepare cost pools and allocation factors, and submitting these factors to the Finance Director for review and submission to the shared services center for processing allocations.
Job Responsibility # 7: Staff Management: 10%
• Supervise and develop direct reports. This includes goal development and monitoring of performance through CARE’s APAA process
JOB SPECIFICATIONS (REQUIREMENTS):
A Minimum of a Bachelors’ Degree in Business Administration or finance management and a full professional qualification such as ACCA, CPA, CIMA, ICSA etc or its equivalent as a' MUST' OR Masters degree in a relevant qualification like accounting, Finance or an MBA but with bias of Finance or accounting with at least 5 years of relevant professional experience
PERSON SPECIFICATIONS AND PERFORMANCE COMPETENCIES:
A) TECHNICAL SKILLS
Proficiency in Microsoft Office including and good skills in using financial software applications
Fluency in English language and written communication;
Thorough understanding of financial accounting, reporting, and grants and contracts management processes.
Solid knowledge of Key donor regulations and compliance requirements (USG,EU, ECHO,CIDA,UNDP,UNHCR)
Solid Analytical and problem solving, financial trouble shooting and audit experience
Excellent people management skills and interpersonal skills including the ability to develop harmonious teams in a cross cultural context
Demonstrated ability to plan and monitor workflows and performance in a complex environment
Ability to produce high quality work and balance competing priorities within demanding timeframes
Good understanding of fund accounting and financial analysis
Capacity building and facilitation skills
Excellent planning, organizational, analytical and decision making skills;
Demonstrated leadership ability to inspire and empower others;
Sound judgment, ability to work effectively with others at all levels;
Firm belief in teamwork, gender equality, sensitivity to HIV/AIDS, conceptual understanding of participatory approach and sustainable development.
Understanding of audit processes
Knowledge of People Soft software.
B) OTHER COMPETENCIES
Respect - Behaving in a manner that reflects a true belief in and appreciation for the dignity and potential of all human beings. Gaining other people’s confidence and setting an environment of trust and openness.
Integrity - Maintaining social, ethical, and organizational norms; firmly adhering to codes of conduct and ethical principles inherent to CARE.
Diversity - Promoting, valuing, respecting and fully benefiting from each individual’s unique qualities, background, race, culture, age, gender, disability, values, lifestyle, perspectives or interests; creating and maintaining a work environment that promotes diversity.
Excellence- Ensuring the product of work will reflect quality and error free work that will be acceptable to all receipients
Adaptability- Expected to well adjust with the country, the CO operating environment and with the Project team to function effectively and efficiently
Coaching - Ability to demonstrate to enhance skills and capacity of staff working in the field and office for them continue to serve CARE in the future program activities
Communicating with Impact - Abilitiy to effectively communicate a complex issue in a way that would be clearly understood by staff and the outcome would be to have positive impact
Developing Teams - Capacity to develop and work teams and effectively realize outcome through team work
Facilitating Change - Ability to act as an agent of making positive and lasting change among staff members who would remain effective staff members of CARE as this would be the focus of this incumbent
Managing performance for success - Develop appropriate wok plan and effectively implement to ensure success
Planning and Organizing - Ability to plan well and organize work plan to realize results
Reports directly to the CO Finance Director and works in close collaboration with the Grants and Contract staff.
Coaches and trains direct reports
Provides guidance to peers and other stakeholders
Internal and external auditors